Applications are invited for the above-mentioned position to be based at Head Office, Stellenbosch. This successful candidate will report to the Director: Corporate Regulatory Affairs (CARA). The CARA division is responsible for the following functions at Distell: Reputation Management, Stakeholder Relations, Public Policy, Regulatory Affairs, Corporate Communication, Media Relations, Transformation and BBBEE, Corporate Brand and Corporate Marketing, Corporate Social Investment and Responsibility; Government Relations, Sustainable Socio-economic Development, Community Development and Relations; and Corporate Hospitality.
Purpose of the role:
To provide world-class quality assistance and administrative support to the Director to ensure the smooth operation of the Division and the office of the director. To provide an effective front-office service as well as a high performance back office support programme. This includes assisting with special projects to improve effectiveness and efficiency and to network and build relationships with key external and internal stakeholders.
The Key Performance Areas for the PA / Office Manager are as listed below, but are not limited to:
Manage the office of the Director’s and department
Monitor, respond to and redirect all stakeholder enquiries and emails as appropriate.
Identify, anticipate and prepare information requirements of the Director for meetings, appointments, presentations etc. and follow up inward and outward facing requests for information, outstanding reports, and correspondence.
Liaise with and support team members business related travel arrangements
Arrange meeting rooms for internal and external meetings as requested, and in advance for recurring meetings
Schedule team meetings, prepare agenda and draft minutes
Attend required meetings, take minutes and be point of contact for Director and the division.
Maintain and update company and divisional calendar
Assist with the coordination of specific projects e.g. Developing standard operating procedures
Plan, organise and manage events
Manage budgets and expenses
Conduct requested research
Write reports, executive summaries and newsletters
Prepare presentations
Prepare board and sub-committee reports and submissions
Manage and review filing and office systems
Update website and related digital platform
Manage projects
Co-ordinate and assist with the annual budgeting process
Load budget onto SAP system and make revisions as and/or when required
Manage invoices and arrange payment thereof as and/or when required
Efficient routine office administration including stationery, office equipment, typing, filing and other ad-hoc tasks
Provide administrative and secretarial assistance to the Director: CARA and the Regulatory Affairs Manager
Diary management, travel arrangements, visa, forex support as required
Arranging of various functions/events such as team conferences, workshops and/or meetings
Prepare spread sheets and related analysis
Provide a high standard of customer service to all internal, external customers and work partners
The successful candidate must have the following experience/skills/qualifications:
A admin/secretarial or relevant qualification
Minimum of 3-5 years proven secretarial experience within a similar environment
Strong administrative, organizing and numerical skills
Computer literate in MS Office Suite and SAP experience will be advantageous
Demonstrates circles of collaboration and cooperation
Clearly explains a point of view and its reasoning in both one-on-one and large audience situations
Writes accurately and professionally in multiple formats, with the correct amount of detail
Confidence when interacting with others
Well organized, methodical and pays attention to detail
Differentiates between critical and less important priorities
Keeps people informed with relevant and well timed information
Has a high level of productivity and uses time well to get work done
Sets definite milestones and actions for achieving goals
Solves challenging problems by using a combination of intuition and analytical thinking
Takes initiative and demonstrates a positive can -do attitude
Is trusted by others and can be relied on to keep promises and protect confidential information
Applications process:
If you are interested and meet all requirements, kindly log onto Distell’s Careers Page:
https://www.distell.co.za/careers/
in order to register and apply on-line.
Reference number: 1865 Closing Date: 19 September 2016
For vacancies in South Africa, preference will be given to Previously Disadvantages Individuals in line with Distell’s National EE plan.
‘Your career is your greatest asset, people are ours’